Procurement Officer

International Rescue Committee · Kyiv

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The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

JOB OVERVIEW

The Procurement Officer coordinates and implements procurement activities for IRC in Ukraine. The role procures goods and services, ensuring transparency, value for money, and strict compliance with IRC and donor policies. This is an individual contributor position with no supervisory responsibilities.

KEY RESPONSIBILITIES

1. Procurement Execution

• Support preparation of clear technical specifications with Program teams.
• Process approved PRs in Integra/ERP and ensure accuracy of data entry.
• Manage RFQs/RFPs; convene tender committees and record proceedings.
• Draft bid analysis and procurement documents for approvals.
• Conduct transparent negotiations with suppliers and document outcomes.
• Ensure complete, audit-ready files that meet IRC and donor requirements.

2. Contract Management

• Draft and execute contracts/POs using IRC templates.
• Monitor supplier compliance with contractual terms and escalate deviations.
• Track Master Agreements; flag renewals in advance to avoid gaps.

3. Supplier Management & Due Diligence

• Maintain updated supplier database with audit-ready files.
• Carry out supplier vetting: sanctions screening, COI checks, references, site visits.
• Monitor and evaluate supplier performance; maintain supplier scorecards.

4. Compliance, Risk & Ethics

• Apply IRC procurement policies and donor-specific regulations.
• Identify and report procurement red flags or irregularities.
• Support corrective actions from internal/external audits.

5. Documentation & Systems

• Keep procurement trackers up to date; reconcile with programs and finance.
• Ensure accuracy of data in Integra/ERP and standard trackers.
• Provide regular updates to line manager on procurement progress.

5. Professional Development & Collaboration

• Identify personal training needs; take part in IRC training opportunities.
• Share tools, templates and best practices with colleagues.
• Collaborate across Programs, Grants, Finance and Operations to ensure timely, compliant procurement.

Concerning all client-facing staff:

•         Information sharing - Regularly share and discuss timely, accurate and relevant information in local languages with communities about: - access and eligibility to service, -expected staff behaviors and code of conduct, - community feedback, safeguarding mechanism and how to use them.

•         Facilitating participation - Identify and provide communities with opportunities to participate in and guide programs – from assessment and design through to monitoring and evaluation. Talk with communities about how they would like to be involved in decision-making and discuss with management how this can be facilitated.

•         Feedback collection and reporting - Establish or promote the formal feedback mechanism – aligned with organizational best practice – to capture, monitor, respond to and act on feedback and complaints from communities.

For people managers:

• Foster ongoing learning, honest dialogue, and reflection at team level to strengthen safeguarding, wellbeing and duty of care, and to promote IRC values and adherence to IRC policies.
• Lead by example and support IRC’s commitment to taking all necessary preventive measures and creating an environment where people feel safe and can report misconduct.

For FMT and ESMT members:

• Model accountability and commitment to safeguarding all staff, partners, clients and others the IRC works with to build a culture of prevention of safeguarding violations in our workplace and our programs.
• Model accountability and commitment to wellbeing of all staff, partners, clients and others, the IRC works with to build a culture of duty of care in our workplace and our programs.

JOB REQUIREMENTS

Education:

• Diploma in Business Administration, Financial Accounting, or Logistics, or related field.

Experience:

• 2–4 years in procurement, sourcing or supply chain; INGO or donor-funded projects in Ukraine preferred.

Demonstrated Skills and Competencies:

• Strong knowledge of procurement procedures and tendering.
• Familiarity with donor rules.
• Market analysis, negotiation and contract management skills.
• ERP (SAP, Oracle or similar) and advanced Excel proficiency.
• Ability to prepare clear procurement justifications in ENG & UKR.
• Fluency in Ukrainian; strong working English required.
• Strong sense of personal integrity.
• Attention to details.
• Ability to multi-task.
• Ability to work independently.
• Trustworthy, reliability, openness and ability respond rapidly to queries.
• Problem solving abilities.

REPORTING STRUCTURE AND TEAM COLLABORATION

• Reports to: Procurement Manager.
• Supervises: None (individual contributor).
• Internal working relationships: Program, Operations and Supply Chain staff at all levels.
• External working relationships: Vendors and service providers.

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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